Admin Officer - Beirut

ROLE PURPOSE: Provides support to the SCI staff on all administrative matters. Performs a variety of associated administrative tasks in support of general office operations and staff.  Coordinates and facilitates meetings as appropriate. Coordinates specified administrative activities across multiple organizational departments and within LCO national office and sub-offices. SCOPE OF ROLE: Reports to; Logs/Admin Manager Reporting to: Admin Assistant  KEY AREAS OF ACCOUNTABILITY: Administrative: Setting-up and maintaining filing systems for records, correspondence and other material related to administration files. Responsible for the administrative routines and general filing management in the office, according to the Management Guide, following up on project files and contents on a regular basis; Ensure that all national office assets and equipment (GPE) are in a good condition, and follow up on any maintenance needed or repairs. Oversees and administers the day-to-day activities of the office. Ensure International SCI staff having accurate and legal driving licence to drive within Lebanon countries, and assist them to apply for it. Administer the petty cash system and ensure appropriate record keeping. Arrange hospitality, purchase supplies to ensure the smooth running of the organisation on a day to day and as required basis. Follow up on office and guest house related insurance and lease contract, making sure that all offices are covered according to the terms of the insurance policies and rental fees are paid on time. Assure that all VIP and Country Director movements are booked properly and provide guidance to the Admin/Office Assistant on driving them in country. Assist staff in providing travel support in terms of booking and procuring certain services such as lodging and other travel related matters. Ensure that all visitors coming into country are fully aware about SCI Lebanon’s travel policies and procedures. Ensure that all administrative procedures adhere to the internal regulations and policies of SCI Lebanon. Ensure that the administrative policies and procedures are always revised and updated when needed and disseminated to staff accordingly and where needed. Revise the status and market price of the venues used and their level of convenience and adequacy. Assist international staff in finding apartments, furniture, and other related issues Monitor & control the monthly BCO Admin expenditures. Prepare yearly Admin planning for BCO. Consolidate utilities bills (electrical, phone, mobile, generator and internet) in coordination with Admin field officers.  Documentation: Ensure the soft & hard copies are filed in a systematic order in SCI server and Admin cabinets respectively.  Logistics: Provide logistics and admin support for programs of visits, meetings and workshops; Update PDI and facilitate travel arrangement from and to the country including reservation of flights, taxi and accommodation for visitors and workshop participants; visa applications;   QUALIFICATIONS AND EXPERIENCE Essential: BA degree in Business Administration or related field. Minimum of 3 years’ experience with 01 year in the administrative field Verbal and written communication and organizational skills. Ability to plan and organize and work in a systematic and organized manner. Detailed oriented Customer service oriented. Ability to priorities competing demands. Diplomacy tact and negotiating skills. Strong team player with high team spirit and positive attitude. Flexibility under pressure and in response to changing needs. Productive and responsive to instructions and project policies and regulations. Initiative, stress tolerance and reliable. Computer knowledge especially MS office, spreadsheet, PowerPoint, outlook and lotus notes Bilingual English and Arabic Language.  Desirable: Familiarity with Lebanese Labour law.   QUALIFICATIONS AND EXPERIENCE Essential: BA degree in Business Administration or related field. Minimum of 3 years’ experience with 01 year in the administrative field Verbal and written communication and organizational skills. Ability to plan and organize and work in a systematic and organized manner. Detailed oriented Customer service oriented. Ability to priorities competing demands. Diplomacy tact and negotiating skills. Strong team player with high team spirit and positive attitude. Flexibility under pressure and in response to changing needs. Productive and responsive to instructions and project policies and regulations. Initiative, stress tolerance and reliable. Computer knowledge especially MS office, spreadsheet, PowerPoint, outlook and lotus notes Bilingual English and Arabic Language. Desirable: Familiarity with Lebanese Labour law.